When people search “copies of documents” for international use, they often assume any copy can be apostilled. In reality, an apostille is a standardized certificate under the 1961 Hague Convention that confirms the authenticity of the signature, capacity, and—where applicable—the seal on a public document so it’s recognized in another member country; it does not validate document content and it does not magically “upgrade” every photocopy.
At APOSTILLE DE LA HAYA, we start with destination acceptance. Then we determine whether your copy can be routed to an apostille (via a notary or registrar/official signature) or whether you must first obtain a certified original. We then prepare, file, track, and deliver—end to end—so your packet is accepted the first time. Timeframes may vary by office and season.
First principles: what an apostille really does (and doesn’t)
An apostille replaces legalization among Hague countries by certifying the signature and capacity of the person who signed your public document (e.g., a notary, court clerk, registrar, or state official). It does not certify the content of your document, and it does not automatically apply to any photocopy lying on a copier. The document must carry a signature recognized by the competent authority that issues apostilles in the place of origin (e.g., a U.S. Secretary of State or, for federal documents, the U.S. Department of State).
Because of this, the path for copies of documents depends on whose signature will be authenticated:
Copies that are attested by a notary (where state law allows “copy certification”) or
Copies that are accompanied by a registrar/official statement (e.g., a school registrar or court clerk).
If the “copy” is a printout without any recognized signature, there’s nothing for the competent authority to apostille.
Copies we can commonly route for apostille (and how)
Below are categories where copies can often be prepared in an apostille-ready way. The exact route depends on the state and the receiver’s policy; we confirm both before you spend time or money.
1) Academic records — diplomas & transcripts
Typical routes:
Registrar’s signature: The school registrar signs a certification (sometimes on school letterhead or an official transcript). That registrar’s signature is recognized by the state, which then issues the apostille.
Notarized registrar statement: In some states, the registrar’s signature is notarized, and the apostille authenticates the notary’s signature.
When a copy works: If your institution issues a certified copy or a registrar-signed statement referring to the copy, states can apostille it. Many foreign ministries prefer official transcripts or registrar-certified diploma copies over student-made photocopies. We guide you to the version the receiver expects.
2) Notarized copies of private documents
In jurisdictions authorizing copy certification, we work with notary attested copies. Our Notary Public Center team specializes in preparing these specific affidavits to ensure they meet international standards.. Alternatively—especially for online notarization—we use a copy-certification-by-document-custodian affidavit: you swear the copy is true, exact, and complete; we notarize your jurat; the apostille authenticates the notary’s signature. We’ll confirm the receiver’s preference before you sign.
Examples that often work (case-by-case):
Employer letters, bank letters, or statements (after notarized custodian affidavit)
Passports/IDs for KYC (via custodian affidavit or in-person attested copy; receiver rules vary)
PowerPoints or PDFs being certified by the document custodian (with notarial affidavit)
3) Court and administrative “copies”
Courts frequently issue certified copies of judgments or filings bearing a clerk’s signature and seal. Those are apostille-ready because the clerk/official is known to the state authority. Similarly, state agencies issue certified letters and records; we ensure the signer is recognizable so the apostille can be issued.
4) Corporate & banking records
For corporate packages (officer’s certificates, resolutions, good-standing extracts), copies are often tied to a notarized officer’s certificate or to state-issued certifications. The apostille authenticates the notary or state official who signed. We make sure names, titles, and seals line up exactly with the state’s recognition data.
Copies that cannot be apostilled (and what to do instead)
Vital records — birth, marriage, death, divorce
These are never apostilled as simple photocopies or “notarized copies.” You must use a certified copy issued by the state/county/city where the event occurred (often the long-form version). There is no federal central registry of vital records; you must request them from the jurisdiction of the event. Through our specialized retrieval services (supported by our Notary Public Center expertise), we can obtain them for you and then route the apostille on the registrar’s signature.
Federal documents without the right signature
If you have a copy of a federal record (for example, a scan of an FBI background check) that lacks the required federal signature, it cannot be apostilled. Note: If you need to obtain a new, valid FBI Background Check, our partner Compliance Officers can assist with the official fingerprinting and retrieval process.. It must go through the federal authentications office under the appropriate procedure. We route federal vs. state paths for you.
Our end-to-end method (quality over proximity)
Searching “apostille near me” is natural, but acceptance beats distance. Here’s how APOSTILLE DE LA HAYA keeps copies moving without rework:
Phase 1 — Acceptance & mapping
Country of use: Hague vs. non-Hague dictates apostille vs. authentication/legalization.
Document type: vital record, academic, court/admin, corporate, private notarized.
Signature chain: registrar vs. notary vs. official; we fix gaps before filing.
Phase 2 — Preparation
Copies of documents: we secure the registrar or notary signature your state recognizes (e.g., registrar-certified transcript, notary copy-certification affidavit).
Vital records: we obtain certified originals from the issuing office; no photocopies.
Name hygiene: we align names (accents, hyphens, middle names) with IDs and school/business records to prevent kickbacks.
Phase 3 — Filing & delivery
State apostille: filed with the appropriate Secretary of State/competent authority.
Federal authentication/apostille: filed with the U.S. Department of State when required.
Return: we ship your apostilled original, and—if helpful—provide a scan for your records. Timeframes may vary by office load and season.
Why choose APOSTILLE DE LA HAYA
Acceptance-first: we contact the receiver and align format, signature, and translation rules before filing.
Copies, done right: registrar signatures, notarized copy certifications, and custodian affidavits—whichever your state and receiver accept.
Vital records: we obtain certified originals from the right office, then apostille; no wasted attempts on photocopies.
Paper/electronic savvy: we support paper and e-Apostille (where validly available), with clear verification instructions.
End-to-end logistics: filing, tracking, and safe return of your apostilled packet. Timeframes may vary.
Ready to turn copies of documents into accepted apostilles—without retries? Contact APOSTILLE DE LA HAYA. We’ll confirm destination rules, secure the right registrar/notary signatures, obtain certified originals when required, and file with the proper authority. Then we return your apostilled documents with plain-English verification steps for the receiver.
FAQ
1) Can you apostille a photocopy of my birth certificate?
No. Vital records must be certified originals issued by the proper state/county/city office; we can obtain them for you, then route the apostille on the registrar’s signature.
2) Can my diploma copy be apostilled?
Often yes—if the school registrar certifies the copy or issues an official transcript/statement that the state will recognize. In some cases a notary can certify a true copy (or notarize a custodian affidavit) and the apostille authenticates the notary’s signature. We confirm the exact path your receiver accepts.
3) What’s the difference between apostille and authentication?
Hague member countries require an apostille; non-Hague destinations use authentication (and often consular legalization). The country of use decides.
The information contained in this publication is provided for general informational purposes only and does not constitute legal advice. Reading or using this content does not create and is not intended to create an attorney-client relationship. No reader or user should act or refrain from acting based on the information presented herein without first consulting an attorney duly licensed to practice law in their jurisdiction.
